Safeguard Cash and Assets on CampusTips to Prevent and/or Spot Theft by “Insiders”

Leadership Week – June 9-12, 2015

Overview

Safeguard cash and property itemsRecognize potential theft by individuals who

have access to school funds

Safeguard Cash

• Encourage the use of School Pay• Use safes for any cash left in school overnight

• If your school does not have a safe in or near the bookkeeper’s area, please contact Ray Bonti

• Use a bank courier service• Teachers should not leave collections in their

classrooms overnight. • If they are not “done” with the collection documents, put

them in an envelope and put in the safe for overnight• Checks are important too! Checks can be easily copied and

deposited electronically. We need to safeguard other people’s checks in our custody.

Safeguard Other Assets.1• Make sure that Property Items are tagged

• Make sure items are tagged immediately• Include secondary marking – permanent marker etc• Tags are usually sent a week or so after the items are delivered to

the school• Tags are sent to the school by Property Control (Finance). Usually

to the bookkeeper. • Items costing $750 or more must be tagged – let Property Control

know of any that are not tagged• All iPads and tablets must be tagged regardless of cost• Make sure that items get the right tag – check serial numbers. • Use permanent marker to add tag # and Pasco Schools• OTIS will be tagging iPads and computers received through the

leasing agreement

Safeguard Other Assets.2• Make sure that Property Items are tagged (cont’d)

• Property Items obtained by other sources must be reported to Property Control so that tags can be issued• Purchased through Internal Accounts• Received by Donation• Obtained through DonorsChoose etc

• Equipment Check Out• Make sure that any equipment that is leaving the campus

is properly checked out• MIS 192 sent out by Communications on 5/28/15• Teachers – computers, iPads• Students – computers, iPads, musical instruments

Tips to Prevent and/or Spot Theft by “Insiders”.1

• Lots of People have access to money at your schools • We tend to concentrate on the bookkeeper but she can

only control the money that is submitted to her• The real risk is at the point that the money is actually

collected (concessions, fund raisers, ticket sales etc)• Internal Groups

• Make sure that you know what your teams, clubs and coaches are

doing!• All groups should be completing fund raising applications and

recaps• Pay attention to the people around you. If people think there is

something wrong, there is probably something wrong!

Tips to Prevent and/or Spot Theft by “Insiders”.2

• Outside Groups• Outside groups must complete support organization agreement and budget

• Make sure the budget is detailed enough that you know what they are

doing. Concessions, fund raisers, fees directly from parents, parking…• Outside group must have only one bank account

• Bank statements must be mailed directly to the school. • Someone at the school must open and review

• Look for odd items, cash withdrawals, checks with one signature• Outside group must submit quarterly financial statements and annual audit with

supporting documentation• These should be submitted on a timely basis. If they make excuses or

avoid submitting documents there is probably something wrong!!• Pay attention to the people around you. If people think there is something

wrong, there is probably something wrong!

Questions and Comments